Nldtf Application Form

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					                  NATIONAL LOTTERY DISTRIBUTION TRUST FUND (NLDTF)

                                       CHARITIES SECTOR


                   2008 GUIDELINES AND INFORMATION REQUIRED FOR
                 NPOs, PUBLIC BENEFIT TRUSTS & SECTION 21 COMPANIES


A. REGISTERED ORGANISATIONS

1.   All applications must be completed on the gazetted FORM 05/1. The application form must be
     marked for the consideration of the Charities sector. All 5 pages of the application form must
     be fully completed and the Declaration on the last page must be signed and dated.

2.   Do NOT change the format of the FORM 05/1 as it is a legal document that has been gazetted.

3.   An organisation that is registered as an NPO, Section-21 Company or a public benefit Trust
     must submit only ONE application form for all its offices, projects and/or programmes. This
     ONE application form must include all the offices or projects that use the SAME registration
     number. Detailed budgets and motivations for each project/programme/office requesting
     funding must support the application.

4.   Please note that an application MUST be in exactly the SAME NAME throughout. This means
     that the name on ALL the following documents must be same:

     •     The applicant organisation (A1 of Application FORM 05/1)
     •     The registration certificate and Constitution, if an NPO
     •     The Certificate of Association and the Memorandum and Articles of Association, if a
           Section 21 Company
     •     The Trust Deed, if a Trust
     •     The name of the bank account (C1 of Application FORM 05/1 and bank statements)
     •     The signed and dated Annual Financial Statements.

     NOTE:
     • If the names on any of the above documents differ, the application will NOT be considered.
     • In addition, the application form must ONLY be signed by one of the 2 contact persons (see
       A11 and A12 of FORM 05/1) who holds a valid South African identity document.

5.   The following documents must be submitted with the completed application FORM 05/1:

     5.1    Proof of registration as an NPO, Section-21 Company or Public Benefit Trust;

     5.2    Proof of registration as a Place of Care, Children’s Home or Home for the Aged; where
            applicable.

     5.3    Complete signed and dated Constitution / Articles and Memorandum of Association /
            Trust Deed if you have not been previously funded by the NLDTF Charities’ sector or if
            your objects have changed;
     5.4    Certified copy of the main contact person’s South African identity document.

     5.5 a)     Organisations that have NOT been funded previously by Charities must attach the
                past 2 years’ complete set of annual financial statements, signed and dated by a
                registered and independent Accounting Officer.

            b) Organisations that have received funding from the Charities’ Sector must attach a
               complete set of the most recent annual financial statements.




                                                                    NLDTF 2008 Charities Guidelines
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              All Financial Statements must contain a statement as to the fair representation of the
              financial position of the applicant organisation. Furthermore, the Accounting Officer must
              be a currently registered member of one of the following Accounting and Auditing bodies:

              •   The Institute of Administration and Commerce of Southern Africa
              •   The Public Accountants and Auditor’s Board
              •   The Chartered Institute of Management Accountants
              •   The Southern African Institute of Chartered Secretaries and Administrators
              •   The Chartered Association of Certified Accountants
              •   The South African Institute for Business Accountants
              •   The South African Institute of Certified Bookkeepers
              •   The South African Institute of Professional Accountants.

6.    Furthermore, the applicant must submit the following:

      6.1     Proof of the Accounting Officer’s current official registration with one of the above
              mentioned bodies (this means proof of payment of the annual fee payment and not the
              registration certificate).

      6.2     Copies of the last 3 months bank statements of the applicant’s main bank account in the
              applicant’s name.

      6.3     A Business and Implementation Plan for the specific amount requested (B6 of gazetted
              FORM 05/1). Use the format in the attached template (Annexure A). Do NOT submit a
              business plan in any another form.

      6.4     A detailed Budget (income and expenditure) and a clear motivation for the items
              requested (Annexure C). Do NOT use any other format.

NOTE WELL:

      •     Where there has been a change of name of the applicant organisation, the documents (a
            duly signed special resolution, etc) detailing the name change must be submitted.

      •     Draft financial statements and draft Constitutions are NOT acceptable!

7.    Please note that the names and positions of no less than 3 non-related bank signatories must
      be detailed in the prescribed form (C2 of FORM 05/1)

8.    Also note that the 3 referees (Section D of FORM 05/1) must be independent of the
      organisation and should not be related to each other i.e. they should not be any of the
      following:

      •     Employees of the organisation
      •     Members of the management committee or their family members
      •     Volunteers
      •     Any person who provides services to the organisation,

9.    Applications for a new building, extensions or renovations to existing buildings must include
      the following:

      •     Proof of ownership of land and/or buildings or official proof of security of tenure with a time
            period.
      •     Building Plans
      •     Quotations
      •     Proof of registration of the builder with the Housing Regulatory Board Council.

10.   Applications that include requests for a vehicle or other capital equipment must also include
      quotations.


                                                                         NLDTF 2008 Charities Guidelines
                                                                                                      3



11.   DO NOT include any other documents not requested in the prescribed form and these
      Guidelines. Adjudication is based ONLY on the information contained in the required
      documents.

12    Organisations that have received funding previously and have not submitted all outstanding
      Progress Reports in accordance with the Grant Agreement will NOT be considered.

B.    ORGANISATIONS APPLYING IN PARTNERSHIP WITH OTHERS

      Skills transfer, mentoring and capacity building are the basis on which partnerships are
      considered for an allocation.

      Registered organisations assisting independent developing organisations (not their own
      projects) are expected to ensure that skills transfer, mentoring and capacity-building takes
      place, preferably within 3 years but not more than 5 years.

      Organisations that are registered and have the required annual financial statements prepared
      by an independent accounting officer may assist organisations that are not registered and/or do
      not have the required 2 most recent sets of annual financial statements. PLEASE NOTE that
      the assisted organisation must have its own valid constitution and bank account.

1.    If the registered organisation is applying on behalf of more than one organisation, it should only
      submit one FORM 05/1 in its own name.

2.    Each assisted organisation must complete FORM 05/1 in its own name with the name of the
      assisting organisation's in brackets (next to their name) and must attach its Constitution
      together with whatever official documents it has in its own name, in terms of:
             •      Registration
             •      Financial statements or management accounts
             •      3 months’ bank statements where available.

3.    Both the assisted and the assisting organisations that have been previously funded in
      partnership must submit separately compiled annual financial statements which have been
      prepared by an independent accounting officer.

4.    The main contact persons of both the assisted and the assisting organisations must sign and
      date Annexure B.

      NOTE: that the assisted organisation's application form, FORM 05/1 must be signed ONLY
      by the main contact person of the assisted organisation (see A11 and A12 of the application
      form 05/1) who holds a valid South African identity document (certified copy must be
      submitted).

      The assisting organisation must submit;
       a) Gazetted FORM 05/1 signed and dated.

        b) Proof of registration as an NPO, Section 21 Company or public benefit Trust.

        c)   One of the following:
             (i) A copy of the signed and dated constitution if an NPO;
             (ii) A copy of the Memorandum and Articles of Association if a section 21 company; or
             (iii) A copy of the Trust Deed, if a public benefit Trust.

        d) (i) The 2 most recent years’ consecutive annual financial statements if not previously
                funded by Charities; or
           (ii) A complete set of the most recent year’s annual certificates, if previously funded by
                Charities.

        e)   Proof of the Accounting Officer’s current registration with one of the recognised
             professional bodies detailed in 5.5 above.


                                                                       NLDTF 2008 Charities Guidelines
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 f)   Copy of the main contact person’s ID (A11 and A12 in FORM 05/1)

 g) Bank statements for the most recent 3 months.

The assisted organisation must submit;

 a) Gazetted FORM 05/1 signed and dated.

 b) (i) Annexure B1 if not previously funded in partnership (signed by both   Parties) for
    each partnership; or
    (ii) Annexure B2 if previously funded in partnership (signed by both parties) for each
         partnership.

 c) Copy of a signed and dated constitution.

 d) A copy of the ID of one of the contact persons (A11 and A12 in FORM 05/1)

 e) A Business and Implementation Plan for the specific request in the format of Annexure A.

 f)   A detailed budget and a clear motivation for the requested amount Annexure C.

 g) Proof of ownership of land and/or buildings or evidence of security of tenure if building
    expenditure is being requested.

 h) Plans and Quotations for building/expansion/renovations and proof of registration of the
    builder with the Housing Regulatory Board Council.

 i)   Quotations for equipment, including vehicles.

 j)   A statement of actual income and expenditure for the past year, if available.

 ALL the documents that relate to your own application AND your partnership
 application/s must be submitted together.

 If you need any further clarification on the application form and related documents
 please contact the Call Centre on 0860065383.




                                                                NLDTF 2008 Charities Guidelines

				
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